Associate Record Change Date of Birth

Transcription

1 Associate Record Change Date of Birth Reference In alignment with our company s mission and values, we will strive to keep accurate records for all associates. 1. Associate presents his/her manager with one of the following verification documents: Birth Certificate Certified Birth Certificate Driver s License with date of birth State I.D. with birth date U.S. Passport (issued after 1969) or U.S. Passport Card Armed Service Record Naturalization Record 2. Before initiating the change, discuss the impact of a Date of Birth change with your associate. Note: Changing an associate s date of birth may affect benefits, such as Social Security and retirement eligibility. Due to child labor laws, there are guidelines that must be followed when scheduling work hours for associates under the age of Verify the date of birth and update the Date of Birth field on the Associate Change Update screen. 4. Confirm and Acknowledge the Date of Birth information. 5. Send a copy of the verification document(s) to Human Resources Shared Service Center (HRSSC). 6. Track the status of the event using your Workbox link. 1. What are my responsibilities? Discuss the impact of the change with your associate. Verify the date of birth on the verification document. Initiate, confirm, acknowledge and track the status of the Associate Record Change Date of Birth event using your Workbox link. 2. When should I change an associate s date of birth? You should change an associate s date of birth in ExpressHR after an associate: o Requests a date of birth change. o Presents documentation with proof of his/her birth date. 3. What are considered acceptable documents for verifying an associate s date of birth change? Any one of the following documents are acceptable: Birth Certificate Certified Birth Certificate Driver s License with date of birth State I.D. with birth date U.S. Passport (issued after 1969) or U.S. Passport Card Armed Service Record Naturalization Record

2 4. What impact does a date of birth change have for an associate? A date of birth change can impact their Social Security benefits and retirement eligibility. For those who are considered minors, child labor laws provide strict guidelines that must be followed when scheduling work hours. 5. How can I track the status of this event? If the request is waiting on approval from the HRSSC or a Reviewer, the request will be in your Outbox Pending. If the request is approved or rejected by the HRSSC or a Reviewer or if the event has expired, the request will be in your Outbox Complete. Note: If the event is rejected, a business-related reason is available in the Comments field 6. When will my event expire? Your event expires within 12 days if no one approves your request. 7. What happens if the event expires or is rejected? If an event expires or is rejected by an HRSSC or Reviewer: o The event must be reinitiated (if applicable). o Follow up with the HRSSC and/or Reviewer. 8. When will my associate see the changes in ExpressHR? Reference There are no references for this event.

3 Associate Record Change - Education Reference Keeping the most current education information assists your associates with their current and future career development. The company maintains its records at the highest grade of education completed. It is important that your associate s education fields are up to date and correct. 7. Associate provides a copy of his/her diploma or transcript for verification. 8. Verify the diploma or transcript. Note: Verification is not needed for a high school diploma or GED. 9. Update education fields on Associate Change Update screen. 10. Confirm and Acknowledge the Education information. 11. Track the status of the event using your Workbox link. 9. What are my responsibilities? Verify the diploma or transcript. Initiate, confirm, acknowledge and track the status of the Associate Record Change Education event. 10. If an associate requests a high school diploma or GED education update, do I need to obtain a copy of his/her diploma or transcript? No. If an associate requests an education update for a high school diploma or GED, you do not need a copy of his/her diploma before initiating the request in ExpressHR. 11. Do I need to forward a copy of the diploma or transcript to Human Resources Shared Service Center (HRSSC)? No. You do not need to forward a copy of the diploma or transcript to HRSSC, as long as you can verify the document(s). 12. How often are the universities updated on the University Description field? The college list is updated on an as-needed basis. 13. What should I do if my associate presents a university diploma, but the university description cannot be found in Express HR? Contact the HRSSC at say Express HR or key 47# and ask for the college to be added.

4 14. What does the Highest Grade Completed field mean? The highest grade completed refers to the highest level of education an associate has successfully completed but does not tie into the years of school completed. Here are some general guidelines for the Highest Grade Completed field. 12 = High school diploma or GED 14 = Associates Degree 16 = Bachelors Degree 18 = Masters Degree 19 = Doctorates Degree 15. If an associate would like to learn more about other career opportunities within the company, what should I tell him/her? They can access the Career Opportunities link in MyHRInfo (through ExpressHR) under the My Career section. 16. When will my associate see the change in ExpressHR? Reference Please refer to the following for more details: Educational Assistance Policy

5 Associate Record Change Ethnic Origin Reference The company is subject to certain government civil rights laws and regulations requiring record keeping and reporting of race and ethnicity. Therefore, the company invites all associates to voluntarily identify their race and ethnicity. This information will be kept confidential and will only be used in accordance with applicable laws, executive orders, and regulations, including civil rights enforcement. When reported, the data will not identify any specific individual. Submission of ethnic origin is completely voluntary, though associates are encouraged to self-declare race or ethnicities as well as other personal data. In the event an associate declines to self-identify, the company may utilize associate records or visual observation to gather the information that the company is required to report annually to the federal government. 12. Associate informs you of his/her preferred ethnic origin. If your associate does not declare his/her ethnic origin, use the associate s records or visual observation to determine ethnic origin. 13. Update the Ethnic Origin field on the Associate Change Update screen. 14. Confirm and Acknowledge the Ethnic Origin information. 15. Track the status of the event using your Workbox link. 17. What are my responsibilities? Initiate, confirm and acknowledge the Associate Record Change Ethnic Origin event. 18. When should I update my associate s ethnic origin? You should update your associate s ethnic origin when your associate asks you to change his/her ethnic origin or update his/her record based on visual observation. 19. Where do I update my associate s ethnic origin? Update your associate s ethnic origin in the Ethnic Origin field on the Associate Change Update screen. 20. Why does it matter if an associate self declares or not? When the company is reporting general information to the federal government, they want to know if the associate has self-declared his/her ethnicity or if it was declared based on visual observation. 21. When will my associate see the change in ExpressHR?

6 Reference There are no references for this event

7 Associate Record Change - Gender Reference In alignment with our company s mission and values, we strive to keep accurate records for all associates. 16. Associate informs you that the gender listed in ExpressHR is incorrect. 17. If the associate s request is something other than to correct a typo in ExpressHR, please contact the Human Resources Shared Service Center (HRSSC) and say Express HR or key 47# before proceeding to Step Correct the Gender field on the Associate Change Update screen. 19. Confirm and Acknowledge the Gender information. 22. What are my responsibilities? If the associate s request to change the gender listed in ExpressHR is something other than to correct a typo in ExpressHR, contact the Human Resources Shared Service Center (HRSSC) before proceeding. Initiate, confirm and acknowledge the Associate Record Change Gender event. 23. What should I do if the associate is a transgender and would like to be declared the other gender? Please contact the Human Resources Shared Service Center (HRSSC) before initiating the change in MSS. 24. When will my associate see the changes in ExpressHR? Reference There are no references for this event.

8 Associate Record Change - Certificates and Licenses Reference In alignment with our company s mission and values, we strive to keep accurate records for all associates. The company needs you and your associates to communicate and update ExpressHR to ensure that the company maintains up to date licenses and certificates for your associates. 20. Associate requests an update on his/her certificates and licenses and gives you the updated documents. 21. Verify, copy, and send the certificates and licenses to the Human Resources Shared Service Center (HRSSC). 22. Update the Certificates and Licenses fields on the Associate Change Update screen. 23. Confirm and Acknowledge the Certificates and Licenses information. 24. Track the status of the event using your Workbox link. 25. What are my responsibilities? Verify, copy and send the certificates and licenses to the HRSSC Initiate, confirm, acknowledge and track the status of the Associate Record Change License and Certificates event. 26. What will HRSSC do with the copy of the license or certificate? The HRSSC will scan the copy and place it in your associate s file. 27. How can I track the status of this event? If the request is waiting on approval from an HRSSC or a Reviewer, the request will be in your Outbox Pending. If the request is approved or rejected by an HRSSC or a Reviewer or if the event has expired, the request will be in your Outbox Complete. Note: If the event is rejected, a business-related reason is available in the Comments field. 28. When will my event expire? Your event expires within 12 days if no one approves your request. 29. What happens if the event expires or is rejected? If an event expires or is rejected by an HRSSC or Reviewer: o The event must be reinitiated (if applicable). o Follow up with the HRSSC and/or Reviewer at say Express HR or key 47#. 30. When will my associate see the changes in ExpressHR?

9 Reference Please refer to the following for more details: Record Retention Policy

10 Associate Record Change - Name Reference In alignment with our company s mission and values, we strive to keep accurate records for all associates. 25. Associate presents the Social Security card. 26. Verify the Social Security card with the new name. 27. Update the First Name, Middle Name or Last Name field(s) on the Associate Change Update screen. 28. Update the Suffix field (if applicable). 29. Confirm and Acknowledge the Name information. 30. Update your associate s I-9 information by: a. Completing a new I-9 Form. 1. Enter your associate s previous name in Section 1 2. Enter your associate s new name in Section 3 b. Sending the new form to Human Resources Shared Service Center (HRSSC). Note: Other things may need to be changed to reflect your associate s new name, such as a name badge. 31. What are my responsibilities? Verify, the Social Security Card with the new name. Note: Follow Division policy for retaining a copy of the Social Security card. Initiate, confirm, and acknowledge the Associate Record Change Name event. Update your associate s I-9 information by completing a new I-9 Form. Send the new I-9 Form to the HRSSC. 32. When should I initiate a name change request? After your associate presents a Social Security card, which reflects the new name. 33. What type of documents can I use to verify an associate s name change? You can use your associate s Social Security card. Note: Follow Division policy for retaining a copy of the Social Security card. 34. Why do I need to complete a new I-9 Form? If an associate changes his/her name, the I-9 Form must be updated as required by law. 35. What should I tell my associate if he/she has a question about changing their name with the Social Security Administration (SSA)? There s a link to the SSA website in MyHRInfo (through ExpressHR) under the My Personal Profile section: 36. When will my associate see the changes in ExpressHR?

11 Reference Please refer to the following for more details: I-9 Policy

12 Associate Record Change Performance Excellence Update Reference In alignment with our company s mission and values we will manage and develop our associates by conducting annual performance feedback with all associates. Our performance feedback process is called Performance Excellence Discussion (PED). This system involves planning, executing, assessing, and discussing accomplishments, contributions, and development with associates. It also fosters continuous improvement, removes barriers, and ensures that the work our associates do on a daily basis aligns with our Customer 1st strategy. 31. Before updating the Performance Excellence fields, thoroughly complete and discuss the PED form with your associate. 32. After all parties have signed off on the PED, update the Performance Excellence fields on the Associate Change Update screen. 33. Confirm and Acknowledge the Performance Excellence Update information. 34. Send your associate s PED form to Human Resources Shared Service Center (HRSSC) for retention. 37. What are my responsibilities? Complete and discuss the PED form with your associate. Initiate, confirm, and acknowledge the Associate Record Change Performance Excellence Update event. Send your associate s PED form to the HRSSC. 38. What is the purpose of a PED discussion? PED discussions can help you plan, execute, assess, and discuss the associate s accomplishments, contributions and development with your associate on a regular basis. 39. Are PEDs mandatory? Yes, PEDs must occur annually and are mandatory. 40. Why should we keep track of our associate s PED dates? So that your associate s latest Performance Rating, Discussion Date, and Next Discussion Date are captured and readily available for future review 41. What terminology should be used for the Performance Rating field? The following terms should be used based on the overall PED performance over the last review period: Immediate Improvement Needed Improvement Needed Meets Expectations Exceeds Expectations 42. What date should be used for the Discussion Date field?

13 The month, day, and year that the PED is discussed with your associate. 43. What date should be used for the Next Discussion Date field? The next month, day, and year that a PED will take place 44. Are there any reports that I can use to see whose PED has not been updated? Yes. You can use the Organizational Reporter in ExpressHR to pull a report and sort by PED information. 45. When will my associate see the changes in ExpressHR? Reference Please refer to the following for more details: Current PED Current PED user Doc

14 Associate Record Change Social Security Number Reference In alignment with our company s mission and values, we strive to keep accurate records for all associates. 35. Associate presents an original Social Security card. 36. Verify the name and Social Security number (SSN) match the requested change. 37. Update the Social Security Number fields on the Associate Change Update screen. 38. Confirm and Acknowledge the Social Security Number information. 39. Track the status of the event using your Workbox link. Follow your division time and attendance system procedures to transfer hours, badge number, or schedule from the one SSN to another (if applicable). 46. What are my responsibilities? Verify the name and Social Security number (SSN) match the requested change. Initiate, confirm, acknowledge and track the status of the Associate Record Change SSN event. 47. Why would an associate need to change his/her Social Security number (SSN)? In most cases, an associate initially provided an incorrect SSN and needs to make the change. However, there are special circumstances (identity theft, identity protection, etc.) where an individual may need a new SSN. 48. How can my associate request a new SSN? They must complete an application for a new Social Security card with the Social Security Administration (SSA). 49. When can I initiate the SSN change in ExpressHR? After you verify the information on the Social Security card. Note: Follow Division policy for retaining a copy of the Social Security card. 50. Why would Kronos have two Social Security numbers for the same name? The time and attendance system may have two different Social Security numbers for the same name if an incorrect SSN was initially entered. Follow your division s time and attendance procedures to ensure the correct information is maintained. 51. What will I need to do in the time and attendance system? Please contact your division s Time and Attendance Coordinator on how to transfer hours and badge numbers to the correct SSN.

15 52. How can I track the status of this event? If the request is waiting on approval from the HRSSC or a Reviewer, the request will be in your Outbox Pending. If the request is approved or rejected by the HRSSC or a Reviewer or if the event has expired, the request will be in your Outbox Complete. Note: If the event is rejected, a business-related reason is available in the Comments Field. 53. When will my event expire? Your event expires within 12 days if no one approves your request. 54. What happens if the event expires or is rejected? If an event expires or is rejected by an HRSSC or Reviewer: o The event must be reinitiated (if applicable). o Follow up with the HRSSC and/or Reviewer at and say Express HR or key 47#. 55. When will my associate see the changes in ExpressHR? Reference Please refer to the following for more details: I-9 Policy Kroger Information Security Policy